Client Communications VA

Job Summary:
Step into the role of a proactive, well-organized Executive Assistant taking the operations we’ve built and running them smoothly alongside the founder. You’ll handle client communication, keep projects and files organized, and support presentations and scheduling so the founder can focus on business development and field work. We’re hoping to find a confident self-starter with excellent written and spoken English who makes sound decisions and isn’t shy about speaking up or proposing better ways to do things.

Key Responsibilities:

• Communicate with clients directly, mostly by email and now and then by phone, keeping projects on track and sorting out issues quickly
• Manage and organize email correspondence on the founder’s behalf
• Keep the calendar in order and help clients book time
• Organize, name, and maintain files and folders in Google Drive
• Put together client presentations in Canva
• Order samples and materials needed for client presentations
• Follow up on open items, keep an eye on timelines, and keep projects on schedule
• Spot gaps in current processes and propose improvements that raise efficiency
• Take ownership of day-to-day operations and make sound decisions on behalf of the business

Mandatory Skills:

• Excellent written and spoken English
• Proven experience in executive or administrative support, including email and calendar management
• Comfortable communicating directly with clients in a professional, friendly way
• Proficiency in Google Drive and Canva
• Strong organizational and time management skills, with the ability to meet timelines and deadlines
• A self-starter who takes initiative and makes decisions with confidence
• Ability to move quickly when a project needs a fast response
• Consistent, detail-minded, and able to work on your own
• Strong communication skills, including being upfront about delays or questions

Preferred Skills:

• Experience supporting a small business owner or founder
• Experience coordinating vendors, ordering samples, or handling procurement
• Experience making client-facing presentations
• Comfortable taking the occasional client phone call
• Background in process improvement or building simple workflows
• Skilled at handling several projects at a time
• A warm, personable style and a good sense of humor under pressure

Why Join Us:
This is a chance to be a real partner, not an order taker, to a business owner who values ideas, initiative, and open communication. You’ll have room to shape how things run and grow with the role as the business expands. We keep things friendly and human, and we take the work seriously without taking ourselves too seriously.